What this guide covers
The end-to-end workflow for member-owned events on Floasis — from submission through staffing, schedules, and conclusion.
Before you start
- Sign in with a Floasis member account.
- Review Floasis event policies and fire-safety expectations for performance events (/fire-safety).
Steps
1. Submit your event
- Open Submit an event from Events I'm organising (/portal/events/submit).
- Complete required event details: title, description, dates, location, visibility, and event type.
- Indicate whether you need performers, volunteers, and/or teachers, including offers and scope text where relevant.
- Submit for Floasis admin review.
Public vs private: Public events appear in public listings when approved. Private events are hidden from public listings; authenticated members may discover them through opportunity listings if you enable member opportunity discovery.
Recurrence: Configure recurrence options supported by the submission form when creating repeating events.
Track status (submitted, approved, published, declined) from your organiser events list.
2. Edit while the event is open
While the event lifecycle is open, owners can edit details and opportunity needs from /portal/events/[eventId]/edit.
Concluded events cannot be edited.
3. Staff your event — applications and invitations
Open the event workspace at /portal/events/[eventId].
Member applications
- Review performer, volunteer, and teaching applications submitted by members.
- Read applicant summaries — insurance metadata (type, provider, expiry) may appear for performers; policy numbers and documents are not shown.
- Accept or decline applications. Teaching applications support selecting which submitted workshops to accept.
- Accepting shares coordination contact with the member.
Organiser invitations (performer and volunteer)
- View privacy-safe potential matches for members who made themselves available for organiser invitations.
- Send invitations for performer or volunteer roles.
Teaching organiser invitations are not available yet.
People
- View accepted participants and their coordination contact details in the People section.
4. Build and publish the schedule
Open the schedule workspace at /portal/events/[eventId]/schedule.
Create schedule boards and entries, including performances, volunteer slots, breaks, and other supported entry types. Assign accepted participants where appropriate.
Toggle participant schedule visibility when you are ready for accepted participants to view the published schedule read-only.
5. Conclude the event and record contributions
After the event ends, or when permitted by lifecycle rules:
- Open the conclude workflow at /portal/events/[eventId]/conclude.
- Select accepted performer and volunteer contributors to record.
- Conclude the event — this is atomic and sets the event lifecycle to concluded.
Post-conclusion: If you missed someone during conclude, use the post-conclusion contribution tool in the event workspace to search for an existing Floasis member and add their performer or volunteer contribution record.
A prior accepted opportunity relationship is not required — the member must exist on Floasis and must not already have that contribution type recorded for the event.
Search is privacy-safe and does not expose the full member directory.
Teaching: Accepted teacher relationships are excluded from contribution candidate lists until a later stage records teaching contributions.
What happens next
Contributions appear in members' profile history.
Concluded events drop off active organiser and involvement lists but remain in your history. Members can no longer apply to concluded events.
Important information
- You only see applicant and participant data authorised for your event — not unrelated member profiles.
- Event ownership does not exclude participation — you can apply to perform, volunteer, or teach at your own event through Opportunities, subject to the same eligibility rules as other members.
- Matching requires members to have opted into invitation matching; members can still self-apply without it.
- For performance safety planning, use Floasis fire-safety resources and collaborate early on fire performance events (/collaborate).